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In order to ensure that mass emails conform to School and University branding and accessibility standards, the Office of Communications has provided email templates for groups using Emma. Please use the provided templates, and do not create your own email designs within Emma.
Choosing a template
Most subaccounts sub-accounts have access to the following three templates:
- HSPH – Newsletter base: For newsletters that list multiple events, opportunities, or news stories.
- HSPH – Letter base: For emails that are mostly text (the template does allow for a featured image).
- HSPH – Event base: For emails about a single event or opportunity.
- The "add to calendar" links on this template need to be copy and pasted from an HSPH event calendar event. This could be from an event on the main school calendar, but also from a department etc. calendar.
How to generate a new email using a template
- Select the “Campaigns” tab.
- Click the “Create a new campaign” button.
- Give your campaign a name. We recommend using a naming convention that includes the expected send date and the type of email. For example, “053121 Weekly Update.” Click “continue.”
- If you have recently sent an email using the desired template, you can hover over a past email and click “Start Here” to duplicate that email.
- If you have not recently sent an email using the desired template, click the “Shared templates” tab and select from the available templates.
Editing blocks
- All emails in Emma are made up of blocks of content.
- When you hover over a block, you will see a yellow box around the text and images within the block. A series of buttons will also appear.
- The button with 4 arrows allows you to click and drag a block and move it higher or lower in the email.
- The button with a gear allows you to modify settings for that block.
- The button with two squares and a “plus” sign allows you to duplicate a block.
- “Text pasting” allows you to ensure that text is pasted without styles.
- The button with a trash can allows you to delete a block.
- DO NOT use the click and drag blocks on the left side of the screen. These are not styled to match our templates. If you need more blocks, duplicate the existing blocks and overwrite the text and images.
Editing text
- You can edit text within a block the same way you would in WordPress or in a Word document. Please retain all header styles, fonts, sizes, and colors.
- When copying and pasting text, always make sure you are pasting text “without styles” to ensure that no stray HTML tags get imported into your email. Not sure if you are pasting without styles?
- Hover over the block you wish to edit. A series of yellow buttons will pop up. Select “Text pasting.”
- Choose “paste without styles” and then select “done.”
- NOTE: You can add styles and links back into the text by using the WYSIWYG editor. It is better to first paste without styles, and then edit the styles within Emma.
Editing photos
See this detailed tutorial from Emma, including visual examples.
- To swap out a photo, click the photo.
- In the “Image” pop-up window, choose the blue link that says “Replace image.”
- You can pick an image from your library or you can upload a new image from your computer.
- To resize the image, choose the “Style” tab in the “Image” pop-up and make the image width smaller. Try to make all images in a section the same width.
- Go back to the “Content” tab in the “Image” pop-up and add an appropriate link and alt text.
- Every image needs alt text unless the image is purely decorative.
- Alt text is descriptive text that tells people who cannot see the image what the content of the image is.
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Adding your sub-brand logo
If your group has a sub-brand logo, you may modify your template to include that logo.
If you do not know where to find your sub-brand logo, please contact Creative Services (hsph.me/creative-services).
Watch this instructional video to learn how to add your sub-brand logo to your template.